• Job Description

  Req#: 4060355
  
  AT-A-GLANCE POSITION INFORMATION:
  
  • Type of position: Full-time, Represented, 100% Management position
  • Location: City Clerk Department
  • Salary: $89,637.60 - $108,954.98 Annually
  DEFINITION
  
  Under general direction, plans, manages, oversees, and directs the operations and services of the City Clerk Division to include the statutory responsibility of City Clerk, handling of municipal elections, and maintaining records; coordinates activities with other City officials, departments, outside agencies, organizations, and the public; ensures compliance with the Brown Act, Election Code, Political Reform Act, and Public Records Act; and performs other related duties as required.
  The incumbent is expected to exercise independent judgment and initiative in establishing efficient and effective operations consistent with applicable laws, City policies, and administrative guidelines.
  
  
  SUPERVISION RECEIVED AND EXERCISED:
  Administrative direction is provided by the City Manager or their designee.
  For Additional Information regarding the position, please contact Human Resources at hr@cityofartesia.us. DUTIES AND RESPONSIBILITIES : (include but are not limited to the list below):
  
  The City, at its discretion, may add, modify, change, or rescind work assignments as needed.
  Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific tasks.
  
  
  • Accepts management responsibility for all of the City Clerk related activities and services, including fulfilling the statutory responsibilities of the city clerk, handling municipal elections, and managing records; coordinates activities with other City officials, departments, outside agencies, organizations, and the public; attends City Council meetings. E
  • Serves as the municipal filing officer as provided for by law; records and maintains minutes, ordinances, and resolutions; keeps accurate records of the proceedings of the City Council; coordinates preparation of City Council agenda packets, meeting minutes, and calendars; publishes legal notices, hearings, ordinances, and street vacations; follows up on Council actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances, and vital records; updates and maintains the Municipal Code and Unified Development Code to reflect actions of the Council; receives, accepts, and processes subpoenas and liability claims. E
  • Administers oaths or affirmations; certifies the authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents. E
  • Works closely with purchasing staff to ensure compliance with City policy and applicable federal and state laws regarding soliciting City quotations, bids, and proposals, evaluating and awarding City contracts, and approving City purchases and contract agreements. E
  • Ensures compliance with, and advises management and employees regarding, the Brown Act, Election Code, Political Reform Act, and Public Records Act. E
  • Plans and directs the conduct of municipal elections. E
  • Demonstrates a full understanding of applicable laws, policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as is appropriate and resolves public service complaints. E
  • Attends and participates in professional and community meetings; stays current on issues relative to the fields of public administration, elections, financial disclosure, conflicts of interest, city clerk services, public meetings, and public records; responds to and resolves sensitive and complex community and organizational inquiries, issues, and complaints; establishes and maintains a customer service orientation within the department. E
  • Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public. E
  • Performs related duties as required.
  Note: At the end of some of the duty statements there is an italicized E which identifies essential duties required of the classification. This is strictly for use in compliance with the Americans with Disabilities Act.
  
  
  Knowledge of:
  • Modern principles, practices, and techniques of municipal records management and elections; applicable federal, state, and local laws, codes, and regulations, including the Brown Act, California Elections Code, Political Reform Act, and the California Public Records Act; public agency purchasing requirements and best practices; methods and techniques for records management and report preparation and writing; basic principles of mathematics; standard office procedures, practices, and equipment; modern office equipment, including a computer and applicable software; and proper English, spelling, and grammar.
  Ability to:
  • Plan, organize, and perform the duties of the City Clerk Division; execute the statutory responsibilities of a city clerk; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow-up on work assignments; work independently and as part of a team; meet the public in situations requiring diplomacy and tact; deal constructively with conflict and develop effective resolutions; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships. Operate an office computer and a variety of word processing and other software applications; operate a variety of records management systems.
    
  
  MINIMUM REQUIREMENTS
  Any other combination of training and/or experience that could likely provide the desired skills, knowledge, and abilities may be considered. A typical way to obtain the required qualifications would be:
  
  
  Education:
  • A Bachelor's Degree from an accredited university in business administration, public administration, or a closely related field.
  Experience:
  • Five years of increasingly responsible experience in a City Clerk's office.
  
  
  REQUIRED LICENSES AND/OR CERTIFICATES/SPECIAL REQUIREMENTS
  Possession of a valid Class “C,” California Driver’s License is required. An incumbent is required to possess a valid Driver’s License and maintain an acceptable driving record.
  Ability to work extended hours in order to complete projects, attend meetings, and accommodate city needs.
  
  
  PHYSICAL AND MENTAL DEMANDS
  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
  Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing agendas, resolutions, and minutes using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work-related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds, as well as speech sufficient to communicate in group settings without the aid of a microphone, is also required.
  WORK ENVIRONMENT
  The employee works in office conditions where the noise level is usually moderate. The employee attends meetings, conventions, city events, and other functions on behalf of the city, including evening hours.
  
  
  PRE-EMPLOYMENT
  All employment offers are contingent upon successful completion of both a pre-employment physical exam, including a drug/alcohol test, and a criminal background investigation, which involves fingerprinting (A felony or misdemeanor conviction may disqualify the applicant from City employment).
  PROBATIONARY PERIOD
  All City of Artesia employees are subject to a one (1) year probationary period provision as specified in the employee handbook. Probationary, temporary, provisional and seasonal employees serve at the pleasure of the City and are “At-Will.” Represented and unrepresented employees are subject to the one (1) year probationary period provisions as specified in the applicable Memorandum of Understanding.
  FLSA Status:	Exempt
  Probationary Period:	12 months
  Bargaining Unit:	AFSCME
  Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them by their supervisor or by law.
  APPLICATION & EXAMINATION PROCEDURES:
  The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations. The eligibility list for this classification will remain in effect for a period of 6 months.
  
  Application Process:
  Please submit your online application through the City of Artesia website. If you do not meet the minimum qualifications as stated, you are required to upload and attach a request for equivalency consideration statement to your application.
  
  ***If the position requires transcripts, you are required to attach this document to your application at the time of submission.
  
  ***A complete application is required for consideration. Please be advised that incomplete applications will be rejected.
  
  ***If a reasonable accommodation is required, you are required to contact the Human Resources Manager, a minimum of two days prior to the closing date for the position. You may contact the human resources office at hr@cityofartesia.us.
  
  

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